Support Forms: The Proper Process

AR 623-3, 1-8 covers Reporting Standards.

Key things to know:

• The primary function of the ERS is to inform personnel management decisions

• The secondary function of the ERS is to encourage leader professional development and enhance mission accomplishment

• The primary vehicle for communicating about performance during the rating period is counseling using the support form

• Initial counseling should be done 30 days from the start of the evaluation period.

• Use of support forms is mandatory for NCOs and officers through COL

• Raters are require to provide subordinates their support form and that of their senior rater.

Doctrine Details:

AR 623-3, 1-8c (Evaluation Reporting System functions) states:

“(1) The primary function of the ERS is to provide information to HQDA for use in making personnel management decisions.”

That should clear up any doubts: evaluations decide your future.

“(2) The secondary function of the ERS is to encourage leader professional development and enhance mission accomplishment through sound senior and/or subordinate relationships that stress the importance of setting standards and giving direction to subordinate officer and NCO leaders. Properly used, the ERS can be a powerful leadership and management tool for the rating chain.

(a) Senior and/or subordinate communication through performance counseling is necessary to maintain high professional standards and is the key to an effective ERS. Such communication contributes greatly to Army-wide improved performance and professional development.

(b) Use of required support forms by rating officials while counseling provides the basis for performance counseling. [...]

So, the evaluation system isn’t just a tool at the end of the eval cycle. It is a leadership and management tool for use from start to finish as a conduit between rater and rated Soldiers. And the specified vehicle for that conduit is the support form. And note that key word: “required.”

1-8d (Evaluation Reporting System process) states [italics added for emphasis]:

“(3) During the rating period, support forms and counseling sessions will aid the preparation of a final evaluation report.

(a) The evaluation process actually starts before the rating period, when the rated Soldier’s rating chain is established by the commander, commandant, or leader of an organization, and approved by the next higher commander, commandant, or leader of an organization for two-star level commands (or equivalent organizations) and below. […]

(b) The rater will ensure that the rated officer or rated NCO receives a copy of the rater’s and senior rater’s support forms. These documents will provide the rated Soldier essential rating chain direction and focus to aid in developing their support form. A face-to-face discussion of duties, responsibilities, and objectives between the rater and the rated Soldier assists in drafting the initial support form(s).

1-8e. (Initial counseling.) states:

“Counseling will be conducted within 30 days after the beginning of the rating period, and quarterly thereafter, for [NCOs through CPTs]. Counseling for all other grades will be on an as-needed basis. It is helpful to develop a duty description for the Soldier and identify major performance objectives to accomplish during the rating period. Counseling will also be used to guide the rated Soldier’s performance during the early part of the rating period. […]

Finally, as to the debate among barracks lawyers everywhere: Are support forms required? Section 2-12 speaks to that:

2–12. Rater The rater will—

a. Provide a copy of their support form, along with the senior rater’s support form, to the rated Soldier receiving an OER or NCOER at the beginning of the rating period […]

[…]

d. Use the support forms.

(1) For officers, grades WO1 through COL, DA Form 67–10–1A is mandatory for use throughout the rating period.

(2) For NCOs, DA Form 2166–9–1A will be used to document the required initial and quarterly NCO counseling, professional development throughout the rating period, and to prepare the final evaluation.

There is no ambiguity: Raters will provide rated Soldiers with their support forms. It is mandatory for officers up to COL to use support forms. NCO initial and quarterly counseling will be documented on a support form. You have to use them. You might as well take advantage and use them right.

So, the key take-aways:

• The primary function of the ERS is to inform personel management decisions

• The secondary function of the ERS is to encourage leader professional development and enhance mission accomplishment

• The primary vehicle for communicating about performance during the rating period is counseling using the support form

• Initial counseling should be done 30 days from the start of the evaluation period.

• Use of support forms is mandatory for NCOs and officers through COL

• Raters are require to provide subordinates their support form and that of their senior rater.

Want to support your understanding of evaluation doctrine? Take a double dose AR 623-3 here.